Rota and shifts
Drag and drop weekly rotas with reusable shift templates, open shifts, swaps and leave. Work in draft; officers only see shifts once you publish.
- Double booking refused by the database
- Compliance at the rota: a warning with an audited override, or a hard block
- Cover alerts 48, 24 and 4 hours before an uncovered shift
Geofenced clock-in
GPS-verified attendance, checked on the server against each site's boundary. Off site, the officer must give a reason, can add a photo, and the clock-in is flagged for review. Or block off-site clock-ins altogether.
- Configurable geofence radius, 150 metres by default
- Optional selfie at clock-in, clock-out or both
- Clock records can't be edited or deleted through GuardFlow; corrections sit alongside the original
Officer app
GuardFlow Companion is on the App Store (UK) and Google Play. The web officer app runs in any phone browser, installs to the home screen and adds the digital ID.
- Current shift, directions and one button to clock in
- Digital ID with a live QR check that shows VALID or NOT VALID
- My hours, shift history and one-tap contact with your control room
Lone worker welfare checks
Set a check interval per site. If an officer goes quiet, GuardFlow texts and emails them, rings them with an automated call, then alerts your managers.
- Duress PIN that looks exactly like a normal check-in
- I need help: press and hold in the web officer app
- Alerts go to your own team; GuardFlow is not a monitoring centre
Guard patrols
Checkpoints by NFC tag, QR code, GPS or manual code, with schedules, grace times and runs created automatically each day.
- Late, missed and wrong-checkpoint scans flagged
- Overdue and missed alerts by email and SMS
- PDF patrol reports a manager can email to clients, once client emailing is on
Incidents
Field-reportable from the officer app with photo and video evidence. Officers can open their own reports to see the status and outcome.
- Severity levels & escalation
- Included in client patrol reports
- Investigation workflow
Staff management
One profile per guard: SIA, DBS, right to work, photo ID, proof of address, training, contract and bank details. Every upload is logged with who added it and when.
- Photo ID & document vault
- Compliance status at a glance
- Guided onboarding checklist
Compliance
Document expiry reminders at 30, 14, 7 and 0 days. Choose whether an expired document warns at the rota with an audited override, or blocks scheduling outright.
- SIA, DBS, right to work and training
- SIA checks recorded against the official register
- Manager and officer notifications
Payroll
UK PAYE, NI, pension auto-enrolment, holiday pay, SSP and SMP. FPS and EPS RTI files generated for you to submit, and a BACS Standard 18 file.
- Weekly, fortnightly or monthly runs
- Payslip PDFs in the officer app
- Sage, Xero and BrightPay exports
Invoicing
Invoices built from approved timesheets at your charge rates, with the margin on every contract.
- VAT and invoice numbering
- Branded PDF, emailed from GuardFlow
- Invoice status tracking
Keyholding and response
A key register with a custody trail, alarm response timed against your contracted targets, lock and unlock schedules, multi-customer run sheets, response units and per-activity billing.
- Switched on per company when you need it
- Key custody that can't be edited or deleted
- Alarm activations entered by your team
Martyn's Law readiness
For each venue you guard: the tier questionnaire, public protection procedures, staff acknowledgements, a drill log and an exportable evidence pack.
- Included and switched on by default
- Review reminders keep it current
- Evidence of readiness; the venue stays the responsible person
Leave
Statutory holiday entitlement, holiday balances and manager approvals. Approving leave cancels the shifts it covers.
- Statutory holiday entitlement
- Sickness & absence tracking
- Maternity / paternity
Reports
12 month-end, operations, finance, compliance, safety and HR reports, with CSV export.
- Hours by staff and site
- Payroll summary and invoiced revenue
- Expiring compliance
Branding
Your logo and colours on invoices, emails, your officer login page and your job application page.
- Per-company theming
- Company login page
- Branded emails
NFC and camera QR scanning in the web officer app work in Chrome on Android; on other phones officers enter the checkpoint code. The digital ID, clock-in undo and I need help button are in the web officer app. Modules are switched on per company.
See it on your operation